Medical Secretary, Ophthalmology

University Hospitals of Leicester NHS Trust

This job is now closed

Job summary

Are you looking for an interesting and varied secretarial position within a busy department? If so, then this opportunity within the Ophthalmology department could be just the role for you!

The successful candidate will have excellent audio typing skills and experience of working in a medical office/clerical environment. Experience with healthcare IT systems is desirable but not essential as full training in these specialist skills will be given.

The duties are varied and include the typing of clinic letters and the administrative and secretarial requirements of a busy department.You will be a well-motivated team member, able to prioritise and work accurately and efficiently on your own initiative with minimal supervision. You must be able to demonstrate excellent written, typing and verbal communication skills.

The Ophthalmology Admin Team is led by the General Manager, two Service Managers, an Admin Manager and an Admin Manager/Flow Coordinator.

You will be joining a large administration team consisting of; Pathway Support Coordinators, Pathway Coordinators, Audio Typists, Medical Secretaries, Medical Staffing Administrators, an Eye Casualty Admin team and a Waiting List team.

Main duties of the job

To provide a full secretarial and administrative support service to the clinical / medical teams, often being the first point of contact for patients. The role is intrinsically linked to the patient journey by supporting the clinical multi-disciplinary team.
To monitor and ensure clinical correspondence is produced and compliant with the Trust quality standards.
To provide support and guidance to patients, carers, relatives, company representatives and others making contact with the service
To organise complex activities /programmes/meetings - this may also involve minute taking responsibilities.
To work closely alongside both the admin and clinical/medical staff for their assigned sub speciality/doctors and will develop rapports with the Specialist Nurses, Consultants, Fellows and other relevant staff members external to the department in order to ensure we work in accordance with Trust policies and protocol.

(please refer to the job description/person specification for full details on the role)

About us

We are one of the biggest and busiest NHS trusts in the country, incorporating the General, Glenfield and Royal Infirmary hospitals. We have our very own Children's Hospital and run one of the country's leading heart centres.

Our team is made up of more than 17,000 staff providing a range of services primarily for the one million residents of Leicester, Leicestershire and Rutland.We work with partners at the University of Leicester and De Montfort University providing world-class teaching to nurture and develop the next generation of doctors, nurses and other healthcare professionals, many of whom go on to spend their working lives with us.

Our purpose is to provide 'Caring at its best' and our staff have helped us create a set of values that embody who we are and what we're here to do. They are:o We focus on what matters mosto We treat others how we would like to be treatedo We are passionate and creative in our worko We do what we say we are going to doo We are one team and we are best when we work together

Our patients are at the heart of all we do and we believe that 'Caring at its best' is not just about the treatments and services we provide, but about giving our patients the best possible experience.

About the University Hospitals of Leicester NHS Trust: (leicestershospitals.nhs.uk)

Date posted

15 August 2023

Pay scheme

Agenda for change

Band

Band 4

Salary

£25,147 to £27,596 a year

Contract

Permanent

Working pattern

Full-time

Reference number

358-5551275-MSK

Job locations

Leicester Royal Infirmary

Infirmary Square

Leicester

LE1 5WW

Job description

Job responsibilities

Monitor and ensure clinical correspondence is produced and compliant with the Trust quality standards.
Manage dictation, ensuring letters are typed, quality checked, stored in the appropriate hospital system and sent out in a timely manner
Managing the Clinical / Medical Teams filing system
Managing the Clinical / Medical Team work diaries and adjusting plans / schedules as necessary

For complete job description, see attached job description.

Job description

Job responsibilities

Monitor and ensure clinical correspondence is produced and compliant with the Trust quality standards.
Manage dictation, ensuring letters are typed, quality checked, stored in the appropriate hospital system and sent out in a timely manner
Managing the Clinical / Medical Teams filing system
Managing the Clinical / Medical Team work diaries and adjusting plans / schedules as necessary

For complete job description, see attached job description.

Person Specification

Qualifications

Essential

Excel, Power Point, Microsoft Office and Work experience
RSA II or equivalent typing plus relevant secretarial experience
Educated to GCSE standard or equivalent
NVQ III or equivalent

Desirable

HISS/Patient Centre/Winscribe/DIT 3 - knowledge/experience of hospital systems

Communication Skills

Essential

Shows evidence of good communication skills
Proven effective team working

Desirable

Exposure to dealing with complaints

Training

Essential

Minute Taking
2 years minimum experience in admin or audio/secretarial role

Desirable

NHS Systems and procedures
Medical Secretary Course

Time Management Skills

Essential

Time management and prioritisation skills

Organisational Skills

Essential

Prioritise and organise

Desirable

Diary management experience

Person Specification

Qualifications

Essential

Excel, Power Point, Microsoft Office and Work experience
RSA II or equivalent typing plus relevant secretarial experience
Educated to GCSE standard or equivalent
NVQ III or equivalent

Desirable

HISS/Patient Centre/Winscribe/DIT 3 - knowledge/experience of hospital systems

Communication Skills

Essential

Shows evidence of good communication skills
Proven effective team working

Desirable

Exposure to dealing with complaints

Training

Essential

Minute Taking
2 years minimum experience in admin or audio/secretarial role

Desirable

NHS Systems and procedures
Medical Secretary Course

Time Management Skills

Essential

Time management and prioritisation skills

Organisational Skills

Essential

Prioritise and organise

Desirable

Diary management experience

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

Additional information